Create a Sales Invoice for a Public Event Registration

Sales invoices can be created from event registrations thereby including the event line item(s) automatically.

1. Click on the registration number to open a registration. Registrations can be found in the delegates table of the event screen or within the event tab of the account that the registration is for.
2. Click ‘Create Invoice’.
3. Your sales invoice has been created and will contain item lines for each delegate and event contained within the registration. You may add any additional items as required to your sales invoice.
4. If you wish to send this as a sales order prior to sending a sales invoice click ‘Order’ from the type options and ‘Save Changes’.

The region and the currency were set up on creating the registration so all additional items added to the sales invoice will be in the registrations currency and with the price set for that region.

Create a Sales Order/Invoice for a Public or Private Event

You can create Sales Orders or Invoices that are not for registering students, e.g. Items, and link them to your Events. This will be then accounted for as part of your Events Revenue.  This process is similar to Create a Standalone Sales Invoice. 

1. Open the Account that you wish to create an SO/SI for.
2. In the Financial tab, click New Sales Invoice in the Sales Statements table.
   (This could be New Sales Order.  Please get in touch with support if you would like Order to be your default)
3. [Enterprise only] Select your Company that is issuing the SO/SI.
4. Select the Region and the Currency of the SO/SI.
5. Select appropriate Type, if different to the link in Step 2: Order (Sales Order) or Invoice (Sales Invoice).
6. Click Save and Create Invoice.
7. Your SO will have been created.  You can now add Line Items by clicking Add Item from the Actions section (at the bottom).
8. Select the Product by clicking the magnifying glass icon (this will show you your Items).
9. Check Link invoice line to Event.
10. A drop-down will appear, select either Public or IHT/Closed (Private).
11. In the Event search box, enter the Course Code for the Event you wish to attach it to. This will fetch matching records and display a list for you to select from.  Please note that for Private Events, it will only return results for Private Events created for the Account you are creating the Sales Order for (as in step 1).
12. Complete the rest of the form as appropriate, e.g. Amount, Quantity, etc.
13. Click Add to complete the Item.
14. Click Save Changes to save the Sales Order.

Create a Standalone Sales Invoice

Standalone sales invoices are useful when the items contained on the invoices do not contain event fees. For example you can use this to bill for consultancy or to sell any additional products and services that you offer.

1. Open the customer account that you wish to invoice.
2. Click on the financial tab. In the Sales Statements table click ‘New Sales Invoice’
3. Select the company issuing the invoice (Enterprise Plan only).
4. Select the region and the currency of the invoice.
5. Click ‘Save and Create Invoice’.
6. Your sales invoice has been created and you can now add line items.
7. If you wish to send this as a sales order prior to sending a sales invoice click ‘Order’ from the type options and ‘Save Changes’.

Edit a Sales Invoice/Order Details

Edits can be made to your sales invoices/orders at any time. The editable areas are:

To Edit the Sales Invoice/Order Details:

1. Open the sales invoice from the customers account, sales ledger or event screen by clicking on the invoice number.
2. Click into any of the fields listed above to edit the content.
3. Click ‘Save Changes’.

Please note that the issuing company, invoice region and invoice currency cannot be edited once the invoice has been created.

Finalize a Sales Invoice

You need to have the Sales Invoice - Finalize permission to finalize invoices.

1. Open the Sales Invoice.
2. Click the Finalize Invoice button.

Delete a Sales Invoice/Order

1. Open the sales invoice from the customers account, sales ledger or event screen by clicking on the invoice number.
2. Click ‘Delete’.

Print a Sales Invoice/Order

To print an sales invoice/order to post to a customer or for your own records:

1. Open the sales invoice/order from the customers account, sales ledger or event screen by clicking on the invoice/order number.
2. In the top right where it says ‘View As’ select the format that you require (we recommend PDF Invoice) and click ‘Load’.
3. The invoice will load in your PDF reader. Use the print function within or press CTRL+P.

Email a Sales Invoice/Order

When choosing to email a sales invoice/order the invoice is attached as a PDF to a pre-defined email template. To configure this template please see our User Emails in the System Emails section. 

Before emailing a sales invoice/order please ensure at least one contact is present within the account that you are invoicing and that they have a valid email address.

1. In the actions section click ‘Email Invoice’.
2. Select the email template that you require.
3. Select the contact you wish to send the invoice to.
4. If required edit the template before sending or upload additional attachments.
5. Select Email Invoice.

A record that the email has been sent is contained in the Sales Statement of the recipients account screen.

Reporting

The following reports in the financial menu will assist you to manage your sales, however, much more complex reports can be achieved by using the reporting engine: